We provides desktop publishing services to translation agencies worldwide. The client notifies me via a handoff email, files are received by FTP/wetransfer. There are multiple rounds of amends (generally 3), after which the project is signed-off by the client. Invoices are generated monthly at the end of the month, for all projects completed during the month.
Around 30 projects (new or amends) are handled daily. Around 100-150 emails are received daily, DTP LABS has around 14 email addresses. There are around 40 active clients.
The current process:
Once the email is received, it is forwarded to the production team after stripping the email of all contact and commercial information (manually). Generally the trailing email is deleted, and only the latest email is forwarded. The general manager enters the project details into an Excel sheet, and then hands it over to the team leader, who gets it done by the team members. Once completed, it is placed on the internal server and the general manager then replies to the email (mine) of the path of the files. I then forward the email to the client from my mailbox, and then enter the project details (including commercials) to my Excel sheet. The projects (client-wise) are then invoiced monthly by me.
Once the email from the client is received in any of the mailboxes, I should just have to forward it to a mailbox which will strip the financial/contact information. It should post the body of the email and any attachments to the software, and notify the general manager (via email preferably). Once the project is processed, ideally it should send an email to the client directly and post the project details in the software (like number of pages, time allocated by client, time taken by us etc). The project should appear as non-invoiced. Path of the source files and the target files should be recorded.
I shall then invoice each project client-wise at the end of the month (then it should be shown in the invoiced projects). Note that one project may be re-worked on multiple times (because of corrections), but will be invoiced only once.
I also need to monitor each project’s status individually. For example, if there is a project of 100 pages, I should be able to post to the software once (say) 20 pages have been completed and keep on updating the status. There can be a colour bar to indicate the project status, and as the deadline of delivery approaches, the colour bar should start becoming redder.
I should be able to monitor the projects client-wise, software wise, deadline wise etc.